Job Description

Assistant Facilities Manager – Residential Portfolio

Role Summary

The Assistant Facilities Manager –Residential Portfolio is responsible for supporting the Post Facilities Manager in the day-to-day delivery, coordination, and compliance of the Staff Residential Property (SRP) portfolio. The role acts as the primary operational lead for SRP activities in Canberra, ensuring properties are managed across their full lifecycle—from acquisition and onboarding through occupancy and exit—while maintaining strict compliance, safety, and service standards. The Assistant Facilities Manager will also act as the key point of contact for FCDO staff and stakeholders in the absence of the Post Facilities Manager and play a central role in embedding consistent, controlled SRP delivery practices.

This role represents a critical operational function within the Australian FCDO portfolio, supporting staff experience, client confidence, and compliance integrity across the SRP portfolio

Key Responsibilities

 SRP Operations and Lifecycle Management

Take operational ownership of the Canberra Staff Residential Property portfolio.

Manage SRP activity across the full property lifecycle, including acquisition support, onboarding, occupancy, and exit.

Coordinate and control all Move In / Move Out (MIMO) activities in line with defined checklists, approval pathways, and readiness criteria.

Ensure properties are fully prepared, compliant, and approved prior to occupancy, applying a “no compliance, no occupancy” approach.

Oversee property exits, inspections, rectification works, and readiness for reoccupation.

Maintain accurate SRP records, trackers, and documentation, including Property Application Packs (PAPs).

Compliance, Health, Safety, and Risk Management

Promote and maintain a safe living and working environment across all SRP assets.

Ensure compliance with fire, gas, electrical, and general safety requirements prior to occupancy and throughout the lifecycle.

Review contractor safety documentation and ensure works are delivered in accordance with agreed standards.

Support portfolio-wide compliance reviews and remediation programs.

Follow and enforce incident reporting, risk management, and business continuity procedures

Financial and Contract Management

Assist with monitoring SRP-related financial performance, including operational costs and property-related expenditure.

Support accounts payable processes related to SRP works, services, and utilities.

Assist with contract management, procurement, and vendor engagement.

Ensure value-for-money outcomes while maintaining service quality and compliance.

Support budgeting and forecasting activities related to SRP operations

Manage and coordinate service providers, contractors, and suppliers supporting SRP delivery.

Ensure timely completion of maintenance, compliance works, and property preparation activities.

Monitor performance against service standards and escalate issues as required.

Coordinate with network Workplace Coordinators and regional resources to support delivery while retaining central control of compliance and readiness decisions

Client and Stakeholder Engagement

Provide a high standard of customer service to FCDO staff occupying SRP accommodation.

Act as a key point of contact for SRP related queries, issues, and escalations.

Build and maintain effective working relationships with FCDO stakeholders, landlords, agents, and internal JLL teams.

Ensure service delivery aligns with client expectations and contractual requirements

Team Support and Capability

Support and guide Residential  Property Coordinators and site based resources involved in SRP delivery.

Foster teamwork, collaboration, and consistent ways of working.

Assist with training, onboarding, and capability uplift related to SRP processes, MIMO workflow, and compliance standards.

Support workload prioritisation to address work order backlogs and improve property readiness outcomes

Systems, Reporting, and Process Control

Ensure all SRP-related work orders are raised, tracked, and closed out in Corrigo with appropriate documentation including Health and Safety documents and service reports.

Maintain accurate records for compliance, inspections, and service delivery.

Support reporting on property readiness, compliance status, and operational risks.

Help embed consistent, repeatable SRP processes aligned to the centralised delivery model

Core Competencies

The Assistant Facilities Manager – SRP will demonstrate:

Strong understanding of facilities and residential property systems.

Sound knowledge of compliance, safety, and property readiness requirements.

Strong communication and interpersonal skills.

Client-focused mindset with proven stakeholder management capability.

Budgeting and financial analysis skills.

Strong organisational and project management skills.

Practical problem-solving ability in a live operational environment.

Ability to work within a diplomatic and high-trust client environment.

Ability to obtain and maintain required security clearance

Experience and Qualifications

Relevant tertiary qualification in facilities management, property, construction, or a related discipline.

Minimum 2–3 years’ experience in facilities management, property management, or residential portfolio management.